In 2018, 82% of corporate event planners reported their biggest planning concern to be budgeting.

The most significant determinants of your budget are the vendors. As a planner, you do not just look for a vendor who can deliver as requested, but also a vendor who can complement your budget.

Event planners always assume that the best vendors are the most expensive ones. This isn’t entirely true. Several qualified vendors are trying to penetrate the market, and they don’t charge that much.

The downside to hiring an affordable but new-to-business vendor is you lack assurance of perfect delivery. As you prioritize return on investment for each event, keep in mind your portfolio and reputation matters in the end.

Save more by contracting vendors that you need for your events. Here are 11 types of vendors, essential for your corporate events. 

1. Destination Management Company

DMCs come in handy when you want to plan a destination event. As you may not be familiar with a particular destination of interest, a DMC will help with all the information you need including:

• Best venues to host your event
• Reputable party vendors in the area
• Help navigating the local customs 

Yes, they do the planning for you, but it helps due to accuracy and saves you time and money for traveling into a foreign country or city to look for such information.  

2. Stationery Designer

Get a professional graphics designer to design invitation cards, event menus, event programs, registration forms, banners, and promotional flyers. Corporate events may need seat cards designed with each guest’s name, VIP passes, and welcome cards; depending on how fancy you want to get!

Stationery designers should also offer printing services for your designed materials. Before choosing a suitable designer, request samples of their designs on soft copy (images) and examples of their printed materials.

Not only do they need to be creative designers, but also quality printers. 

3. Communication Consultant

As the title suggests, this is an adviser in the communication department. Whether you are new in the industry, or you need some insight on how to go about event communication, a communication consultant is the go-to person.

Communication consultants help with things like choosing the best method to communicate your type of event professionally. They will help you come up with ideas and templates of promotional materials that will maintain a subtle theme. 

4. Camera/Production

In case your event requires both photographers and videographers, don’t be tempted and get one cameraman to achieve both duties. An event can be quite overwhelming; each professional should focus on one job so that they can put their best foot forward.

If you’re planning on taking the event live on either TV or social media, also have another team to work on that. As much as they are professionals and highly experienced, photographers and videographers will always need a guideline for each event.

Guide your team and give them your expectations.  

5. Marketing and Promotions

The marketing team might sometimes have stationery designers. Whether or not, you still need a team that is good at marketing to promote your event. Promotions may include; distributing flyers, social media advertising, TV advertising, text messaging, and billboards, among others.

Pick a vendor that is conversant with the method of marketing that you would like to use in your subject event.   

6. Private Caterers

This is where things can go wrong pretty fast! Hiring the wrong food vendor can mean very many things including:

• The meals or snacks are not delicious, so the guests hate it
• Their cooking is not clean; hence your guests fall ill after your event
• Their presentation is not wooing

When it comes to choosing a caterer, let them know your menu for the event. A good catering company will assure you of their perfect cooking by making samples and inviting you for tasting.

Yes, the word is PERFECT! You can’t compromise on meals at an event! You’d rather spend a dollar more to secure the great chefs.  

7. Sommelier

At most corporate events, wine or champagne can’t miss. This is where the sommelier comes in. There are two ways to go about this:

1. If you are planning an exclusive event with specified guests, you can request them to come up with a beverage selection that you can put in store
2. If it’s an open event, you can have a variety of wines so each guest can pick their desired option

Unlike food, wine cannot go bad; however, things like glasses should be sparkling clean to maintain a good reputation. You must ensure that the bottles brought to the event are all sealed. Previously opened bottles could be contaminated and become an embarrassing situation for you.  

8. Florist

You may want real bouquets or plastic ones. Some florists offer both, while others strictly grow and sell flowers. Don’t just get any florist, get a florist who can provide the type of flowers you want. Make sure you include this information when requesting a quote.

Flowers can also come in vases either watered or dry, bundled up with wrappers, or even as petals in bowls. Further requests may cost you extra; be sure to ask about them to avoid hidden charges. For flowers, it’s quite easy to walk into the flower shop and see their collection and pick your favorite florist.  

9. Party Rental Supplier

Indoor events rarely need furniture supplies, so for an indoor event, a party rental supplier may or may not be required. Outdoor events require so much including:

• Tents
• Chairs and tables
• Stands
• Stages

Get a supplier with new furniture and stages. They don’t have to be brand new, but at least they should be in good shape. Old furniture easily breaks, and being sued after spending on a big event is every planner’s nightmare.

Check the supplies before the big day and confirm that they are in good shape. Request extra supplies in case a few become faulty during the event. You always need a plan B!  

10. Entertainment

Every event needs an entertainer, whether it’s a whole band, a DJ, or just an MC. The entertainment company you choose should have a variety of reputable entertainers.

On the same note, they should be able to provide entertainment materials such as sound systems, DJ decks, microphones, and the like. Their equipment should also be in good shape.

If you can, take a walk to their location and have them test out all their systems to show that they work just fine. A good entertainment company will also have backup systems in case of any unplanned for shortcomings.  

11. Service Casuals Vendors

It’s surprisingly challenging to gather a team of people who will work as ushers in an event. This is where a vendor saves you time and reputation. Some planners gather friends to work as casuals for the day.

While it’s not entirely wrong, you may need people who are experienced with customer service to handle your guests. Your casuals must be professional and elegantly dressed on the event day. Some vendors provide uniforms for casuals; however, you may choose to have them wear your costumes to promote your business as the event planner.  

How to Find Different Types of Vendors

Different types of vendors can be tracked down using Google search and referrals, among other methods. Base your search more on reviews from previous clients and always remember to choose one that fits your budget. Your vendors must reflect your brand and achieve their duties as agreed on the contract.

Be on top of your events management game by using the ultimate events software. Contact us and let us help simplify your workflow.